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Administrative Assistant - Center for Learning Experiences - OMSI

Administrative Assistant - Center for Learning Experiences - Oregon Museum of Science and Industry

This Administrative Assistant provides administrative assistance for the Exhibits and Education Programs divisions. Duties include supporting project logistics and maintaining the accuracy of data systems.

The Administrative Assistant will also participate in programs and activities that enhance the culture at OMSI including:

  • Supporting OMSI's Total Guest Experience (TGE)/Customer Service mission & objectives in daily job performance, including diversity initiatives.

  • Working effectively with and supporting cross-functional teams, interns and volunteers in Exhibit Admin and throughout the organization.

  • Collaborating with all members of the Exhibits and Education Programs division teams to reach OMSI goals.

Essential Duties & Responsibilities:

  • Assume Exhibits and Education Programs divisions' administrative processes, including the coordination and maintenance of divisions' expense management, reporting, and timekeeping.

  • Responsible for calendar management for divisions' leadership and scheduling travel arrangements.

  • Manage meeting agendas, record meeting minutes and transcribe meeting copy when needed, write and prepare correspondence, write, proofread and edit documents, and maintain online and hard-copy filing systems.

  • Act as a liaison between the Exhibits & Education Programs divisions and Human Resources to ensure completion of employment paperwork, including high volume of annual temporary employees.

  • Support division recruitment through application review and interview scheduling.

  • Support materials purchasing and POs for exhibit construction, projects and office supplies.

  • Provide training support on systems for new hires, including volunteers / interns.

  • Function as department's key administrative player with responsibility for communication with team and liaison to other museum divisions.

  • This position is non-exempt, paid hourly 

  • This position is regular full-time, scheduled to work 40 hours/week.

 

Working Conditions: 

  • Physical Demands: 80% Sitting 15% Standing 5% Lifting/Carrying/Pushing/Pulling 10-30Pounds

  • Moderate noise level (examples: business office with computers and printers, light traffic).

  • Work environment will occasionally include proximity to moving mechanical parts

  • Tasks generally require: close vision (clear vision at 20 inches or less), distance vision (clear vision at 20 feet or more), some color vision (ability to identify and distinguish colors), peripheral vision (ability to observe an area that can be seen up and down or to the left or right while eyes are fixed on a given point), depth and perception (three dimensional vision, ability to judge distance and spatial relationships), and ability to adjust focus (ability to adjust the eyes to bring an object into sharp focus). Accommodations for impaired visual abilities can be discussed.

  • The noise in work environments is generally moderate (examples: business office with computers and printers, light traffic, museum exhibits and crowds) and occasionally loud (examples: exhibit shop machinery).

 

Secondary Functions: 

  • Assume other duties as assigned by division leadership and the VP of Learning Experiences.

Knowledge/Skills/Abilities:

Requirements:

  • Professional communication skills, both written and oral

  • Knowledge of records management, planning, and general office administration

  • Ability to effectively manage and track multiple projects simultaneously, work well under pressure with a high degree of accuracy, and meet multiple deadlines

  • Ability to maintain flexibility and good humor in a fast-paced work environment

  • Ability to follow basic instructions

  • Strong customer service skills

  • Excellent organizational, analytical and problem solving skills

  • Excellent coordination and project management skills

  • Strong time management skills

  • Excellent attention to detail with a high degree of accuracy

  • Proficient in Microsoft Office, including Word, Excel, Outlook and PowerPoint

  • Proficient in Google Docs

  • Ability to learn new systems

  • Ability to work independently as well as in teams

  • Understanding of confidentiality and protocol

 Preferences:

  • Knowledge of budgeting principles and financial software

  • Experience in Salesforce

Education & Work Experience:

 Requirements:

  • Bachelor's Degree or equivalent combination of experience and education

  • Minimum 2 years of administrative/office support experience

Preferences: 

  • Experience of administrative support at the executive level

  • Bilingual - Spanish/English

  • Experience working with volunteers

Additional Requirements/Preferences; Including Licenses and Certifications:

Requirements:

  • Pre-employment checks, such as criminal background check and reference checks.

Preferences:

  • Valid driver's license and satisfactory driving record.

Apply!